1. WELCOME TO ESG WEBINAR 2010-11 Audio: You will be connected to audio using your computer’s microphone and speakers (VoIP). You may want to use a headset/headphones. Or, you may select Use Telephone after joining the Webinar. United States: 916-233-3088 Access Code: 134-534-855 Audio PIN: Shown after joining the Webinar Webinar ID: 529-934- 210

2. Indiana Housing and Community Development Authority Kelli Barker, Homeless Prevention Programs Coordinator 317.233.4611 kbarker@ihcda.in.gov EMERGENCY SHELTER GRANT (ESG) 2010-11 AWARD TRAINING JUNE 21 1:30PM & JUNE 28 10:00AM 2010

3. ESG 2010-11 Awards  IN State program received $1,931,140 from HUD  5% reserved for administration, so $1,834,583 was allocated  Amount requested $3,371,152.35  82 emergency shelters and transitional housing funded.  Average award ~$22,000, ~54% of request

4. ESG Contracts & Award documents  Review changes to Contract/Agreement  Other award documents:  Local government approval form  Payroll Authorization form  Activity Budget Plan  Conditional Funding

5. ESG PROGRAM OBJECTIVES 1) Increase number and quality of ES and TH for homeless individuals and families 2) Help operate these facilities and provide essential social services 3) Help prevent homelessness

6. Program Requirements  Funds can serve homeless (HUD defined) only  Document homelessness  Documentation of Homeless Prevention Activities  100% match (must be documented)  Termination/Grievance Procedure  Participation of Homeless Persons in organization  Keep accurate financial, service delivery records

7. Requirements (continued)  Participation in state-wide Point-in-Time count (held in late Jan.)  Ensuring Confidentiality  Building and Habitability Standards  Use HMIS system (n/a for domestic violence shelters)- not just for ESG program, but all homeless programs

8. HUD’s Definition of Homeless HUD defines homelessness as someone who is living on the street or in an emergency shelter, or who would be living on the street or in an emergency shelter without HUD's homelessness assistance. A person is considered homeless only when he/she resides in one of the places described below: In an emergency shelter, In transitional or supportive housing for homeless persons who originally came from the streets or emergency shelters; In any of the above places but is spending a short time (up to 30 consecutive days) in a hospital or other institution; Is being evicted within a week from a private dwelling unit and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing or their housing has been condemned by housing officials and is no longer considered meant for human habitation; Is being discharged within a week from an institution in which the person has been a resident for more than 30 consecutive days and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing; or Is fleeing a domestic violence housing situation and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing.

9. Continuum of Care  Regionally-based homeless assistance programs planning group  Coordinate efforts of identifying needs of local homeless populations, gaps in services, and the resources needed to fill gaps  Important to attend meetings – advocate, collaborate, share information  Most COC’s meet monthly. Contact your local Continuum of Care chair person in your region.

10. Consolidated Plan Public Hearings  Public hearings for State’s Consolidated plan held in late April every year.  Sign up for IHCDA Info. e-newsletters for earliest notification. I will send out notice also.  Can also attend local consolidated plan hearings if you are located in an entitlement area  Your opportunity to provide input for governmental policy and planning around issues of homeless and community development.  Highly encouraged, but not required

11. Homeless Documentation  ALL ESG Grantees are required to maintain adequate, written documentation of homelessness status to determine eligibility.  Written- HUD sample form, or similar form OK  Attach 3 rd party doc- preferable. If not available, provide narrative.  Must be signed by client  Domestic violence shelters – homeless if fleeing dv situation. Must still be documented.

12. 1. Essential Services 2. Operational Costs 3. Homeless Prevention ESG Eligible Activities

13. Essential Services (ES)  Services to address immediate needs of the homeless, can enable them to become more independent and to secure permanent housing  Including: employment, health, drug abuse, education, obtaining housing, counseling, child care, transportation, job placement, job training.  Staff salaries to provide these direct care services.

14. ESSENTIAL SERVICES: Ineligible Activities  Salaries of employees not working directly with clients  Advocacy, planning, organizational capacity building  Staff recruitment/training  Transportation costs not directly associated with service delivery

15.  Eligible operating costs related to the provision of emergency and transitional housing  Including: Shelter maintenance, repair, security, utilities, fuels, furnishings, equipment for housing, shelter operation, rent, insurance, food, furnishings  Payment of short-term motel/hotel stays for those who are not able to stay at shelter  No more than 10% of each grantee’s total award can be utilized for operations staff salaries  Excludes maintenance and security salary costs Operations

16. OPERATIONS: Ineligible Activities  Recruitment or ongoing staff training  Depreciation  Costs associated with the organization rather than the facility (ex: advertisements, pamphlets about organization, survey)  Public Relations  Staff training, entertainment, conferences  Bad debts/late fees  Mortgage payments

17. Homeless Prevention  Activities/programs designed to prevent the incidence of homelessness  Efforts to prevent homelessness such as financial assistance to families who have received eviction notices or notices of termination of utility services if: The inability of the family to make the required payments is due to a sudden reduction in income; The assistance is necessary to avoid the eviction or termination of services; There is a reasonable prospect that the family will be able to resume payments within a reasonable period of time; and The assistance will not supplant funding for pre-existing homelessness prevention activities from other sources.

18.  Short term financial assistance to defray rent and utility arrearages for those that have received eviction or utility termination notices  Security deposits or first month’s rent to permit a homeless family to move into its own apartment  Mediation programs for landlord-tenant disputes  Legal services for indigent tenants in eviction proceedings  Payments to prevent foreclosure on a home  Other innovative programs/activities to prevent the incidence of homelessness Homeless Prevention Activities

19.  Housing/services to homeless persons (hotel/motel stays are claimed as Operations cost)  Direct payments to individuals needing assistance  Long term assistance beyond several months  Application for federal funds or unprogrammed funds HOMELESS PREVENTION: Ineligible Activities

20. HOMELESS PREVENTION: Documentation Must obtain documentation of : 1. Formal eviction, foreclosure or utility term. proceedings 2. Inability to pay due to sudden loss of income 3. Payment is necessary to prevent homelessness 4. Resumption of payment being reasonably expected in the near future Only send proof of payment with claims. All the above documentation maintained in client files and will be reviewed at monitoring.

21. HPRP & ESG – Eligible Participants ESG – Homeless Prevention ActivityHPRP Homeless persons Must meet below 4 criteria to receive homelessness prevention assistance: 1)Inability to make required payments due to sudden reduction in income 2)Assistance is necessary to avoid eviction or termination of services 3)Reasonable prospect they will be able to resume payments within a reasonable period of time 4)Assistance will not supplant funding for pre-existing homelessness prevention activities from other sources Homeless persons and persons at risk of becoming homeless, who meet the following three criteria: 1)Must have an initial consultation with a case manger to determine need. 2)Household at or below 50% AMI 3)Must have no other appropriate housing options AND lack financial and support networks needed to obtain/remain in housing

22. ReportDue Date Semi-Annual ReportJanuary 14, 2011 Annual ReportJuly 15, 2011 Close-out ReportAugust 1, 2011 ESG Reports No more Quarterly Performance Reports- questions were added to the semi-annual and annual reports. Late Reports- lose points on application Submit reports by e-mail preferably All Report forms are posted on IHCDA Web site

23. HMIS (Homeless Management Information System)  Secure, confidential electronic data collection system used to determine the nature and extent of homelessness. Report to HUD.  All ESG grantees (except Domestic violence shelters) are required to enter client data on regular and consistent basis  System managed by IHCDA staff- Kelly Pickell, Hari Pandya, Kerrie Kikendall, Kirk Wheeler  IHCDA pulls reports quarterly to ensure data is being inputted into HMIS regularly.  Balance of State- uses Foothold Awards system. Indianapolis shelters use Client Track system administered through CHIP

24. Award Monitoring  IHCDA required to monitor 25% of shelters annually.  Emphasis on financial records, cost allocation chart, homeless documentation  Health /Safety brief habitability inspection  Will be contacted when your facility is due for a visit.  Use “Financial Management for Nonprofits” resource guide

25. Match 100% match Must be documented and designated as ESG match (cost allocation chart) Cannot use funds used to match previous ESG Grant Cannot use federal funds to match (except CDBG) Eligible Match: Cash/Grant Value of any donated material or building Value of any lease on a building Any salary paid to staff to carry out the ESG program Value of time and services of volunteers to carry out the ESG program at rate of $5/hr. (professional services-medical/legal- at reasonable and customary rate)

26. Budget Modifications 1. Move money among activities (from ES to OP, from OP to HP, etc.) Must submit request on letterhead with Exec. Dir. signature, explaining reason why necessary; AND Submit revised Budget modification form Pending approval- receipt of Budget Amendment form & revised claim form Maximum of one per year! 2. Move money among line items within the 3 activities Must submit revised Budget plan with next claim. No approval needed, no limit on number

27. Claim Process  Payment by reimbursement only  No more than 12 monthly claims per year. Cannot combine months.  Can skip a month (Sept.), but once skipped and next month is claimed (Oct.), cannot go back and claim for skipped month (Sept.)  Must be PAID or INCURRED in month claimed  What needs to be submitted with claim?  Claim Voucher & Financial Narrative (one Excel doc. on 2 tabs)  Documentation that expense was paid (either invoice with check # and date paid written/stamped OR cancelled check)  Check #’s and signature before sending!

28. Civil Rights / Accessibility Required to maintain compliance with civil rights and fair housing laws Required to make ESG funded facilities and services available to all on a nondiscriminatory basis and publicize this fact If not, must establish additional procedures that will ensure these persons are referred to appropriate facilities If cannot provide handicap accessible services, must provide a procedure to refer people to accessible facilities/services All ESG Grantees required to post Equal Housing Opportunity poster

29. Lead Based Paint (LBP) Requirements  All requirements are in your manual however there is a section just for ESG Lead requirements.  Most emergency shelters are exempt from the lead- based paint regulations, however encouraged to test for lead if frequented by children less than 6 and building is older than 1978.  Applies to: Longer-term Transitional Housing in an apartment with one or more bedrooms AND has family residents who are in a program that requires continual residence of more than 100 days.

30. Defining a successful ESG program One that successfully and rapidly transitions homeless individuals and families to permanent housing One that proactively engages persons with appropriate case management and mainstream resources One that actively collaborates with other community resources, planning organizations and Continuum of Care Future of ESG: similar to HPRP model- homeless prevention and rapid re-housing, using shelters as short- term, crisis point of entry.

31. HEARTH Act  Emergency Shelter Grant to Emergency Solutions Grant  Will likely add rental assistance activity (similar to HPRP)  Will not eliminate current activities, but may impose caps.  Will expand definition of homeless (proposed def. is currently in public comment)  Will hold trainings for all grantees once we know more  Read more on HEARTH Act:  http://nlchp.org/content/pubs/HEARTH_Act_Overview_for_Web1.pdf http://nlchp.org/content/pubs/HEARTH_Act_Overview_for_Web1.pdf  http://www.hudhre.info/hearth/ http://www.hudhre.info/hearth/  Join HUD’s Homeless Programs Listserv to receive notice of public comment as parts are released: http://www.hudhre.info/index.cfm?do=viewJoin http://www.hudhre.info/index.cfm?do=viewJoin

32. THANK YOU FOR LISTENING! QUESTIONS? CONTACT: KELLI BARKER HOMELESS PREVENTION PROGRAMS COORDINATOR 317-233-4611 KBARKER@IHCDA.IN.GOV